Privacy policy

Calltide is crew scheduling software. Event staffing companies (“your company”) use it to schedule their staff, send scheduling messages, track hours and run payroll. This policy explains what Calltide holds about staff, why, who sees it and how long it's kept. Your company decides what it records about you and is responsible for it; we hold and process it on your company's behalf.

What we hold

• Contact details: name, email address, mobile number, and how you prefer to be contacted (email or text).
• Your consent to messages: when you agreed, the wording you agreed to, and the internet address you agreed from.
• Work details: teams and positions, certificates and their expiry dates, availability replies, shifts and shift changes.
• Time and pay: clock-in and clock-out times, pay rates, and hours used for payroll.
• Sign-in details: your kiosk PIN and password, stored only in scrambled (hashed) form that can't be read back.
• Optional: a staff photo, if your company adds one.

Why it's used

Only to run your work with your company: to offer and schedule shifts, send you scheduling messages, clock you in and out, pay you correctly, keep required records, and keep the system secure. We don't use it for anything else.

Mobile numbers and text messages

We do not sell, rent or share your mobile number or text-message consent with anyone for marketing or promotional purposes. Your number is used only to send you the work scheduling messages you agreed to. Text-message opt-in data and consent are never shared with third parties, except the service providers below that deliver the messages.

Who sees it

• Your company's managers and team leads, each only as much as their role needs (for example, leads don't see pay). Other companies on Calltide never see your information.
• Other staff at your company see only your first name and last initial when you offer or swap a shift.
• Service providers that run Calltide: Fly.io (hosting, Toronto) and Supabase (database, Canada); Resend (email delivery) and Twilio (text delivery), which are in the United States, so your name, email address, mobile number and message content pass through their systems to reach you.
• Calltide's own support staff, only when needed to fix a problem your company has asked about.
• Anyone the law requires us to share it with.

How long it's kept

• Availability requests, shift exchanges and the messages about them: 1 year.
• Time and payroll records: 6 years after the end of the tax year they belong to.
• Your staff record, certificates and consent records: 7 years after you stop working with your company.
• The activity log of changes: 3 months (changes to time entries are kept with payroll).

After that, records are deleted automatically. If your company stops using Calltide, its records are returned to it or deleted, as it chooses.

Security

Connections are encrypted, PINs and passwords are stored hashed, each company's records are kept separate, and access is limited by role. Your personal schedule link is private: please don't share it.

Your choices and rights

You can change how you're contacted, or stop texts (reply STOP), at any time. You can ask to see the personal information held about you or to correct it: ask your manager, or email hello@calltide.ca and we'll work with your company to answer.

Changes

We may update this policy; the date at the top shows the latest version.